Collaborative Teams Using Agendas and Minutes - PowerPoint Presentation

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Collaborative Teams

Using Agendas and Minutes

This work is licensed under a

Creative Commons Attribution-

NonCommercial-NoDerivatives 4.0 International License.

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Special thanks to all contributors to the development and revision of this module.

 

The original collection of learning packages was roll-out for use by Regional Professional Development Center (RPDC) Consultants in July 2013 after being developed by a team of content experts. The collection of learning packages was developed through efforts funded by the Missouri State Personnel Development Grant (SPDG). The following individual/groups are thanked immensely for their hard work in developing this package:

 

Content Development Support Ronda Jenson, Carla Williams, Stefanie Lindsay, Jodi Arnold and Arden Day, UMKC

Institute

for Human DevelopmentSPDG Management Team 

Acknowledgements

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Initial Content Development Team,

2013

 

Michelle

Smith, Team Leader, MO PLCBetty Ennis, DESE Tiffiney Smith, SE RPDCMarlow Barton, StL

RPDC

Mary Gage, C RPDC

Sheila Thurman, NE RPDCRebecca Baldwin, NW RPDC Bertha Richardson, StL RPDC Karen

Wigger

, NW RPDC

Mary Ann Burns, DESE Tom Robb, KC RPDC

2016 Revision Team Mary Dell Black, Facilitator, SC SISJamie Mehring, Ed Plus/StL RPDCSheila Thurman, NE RPDCMarisa Bowen, SE SIS Tiffani Muessig, DESE Judy Wartick, KC SISJeanie Carey, SC RPDC Connie Schweiss, SC RPDC Pam Williams, DESEJoy Fairley, KC RPDC

Team Members

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Hidden SlidePresenter notes informationTools and documentsHelpful suggestions

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Collaborative Work Foundations

3 Key Areas

Collaborative Teams

Common

Formative AssessmentData-Based Decision MakingCT – utilize team processes to improve teaching & learning.

DBDM

– utilize data for continuous improvement through

dialogue about teaching & learningCFA – utilize Quality assessments as feedback to improve teaching & learning.

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Collaborative Teams

Foundational Processes

Agendas & Minutes

Overview and Purpose of

Collaborative TeamsFoundational ProcessesAgendas &

Minutes

Norms

RolesAdvanced Collaborative Processes Consensus

Collaborative Skills Protocols

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Missouri Teacher and Leader Standards

Missouri Teacher Standards:8 (Professional Practice)9 (Professional Collaboration)Missouri Leader Standards: 2 (Teaching and Learning)

3 (Management of Organizational Systems)

(Missouri Department of Elementary and Secondary Education, 2013)

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Objectives

Educators will design (revise) and implement an agenda template aligned with these teacher and leader guidelines.

Effectively implement meeting minutes and communication structures.

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Team Norms

Begin and end on timeBe an engaged participant

Be an active listener—open to new ideas

Use electronics respectfully

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“Before anything else, preparation is the key to success.”

(Alexander G. Bell)

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Definition of Agendas

A document that is used to let team members know the purpose for the meeting. It is time-bound with specific issues to be discussed and outcomes to be achieved. 

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Why Agendas?

Setting the right tone

Identifies

outcomes

Encourages prepared participationFocuses on priority items

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Keys to Effective

Agendas

Team/Group Name

Date/Time/Location

Outcomes (includes required materials)Review past itemsNew itemsCelebrations

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Effective Agenda

Deliver to participants at least 48 hours in advance

Consider the impact of a consistent agenda for all team

Utilize team member input and feedback

It is very effective to use the agenda template to record minutes, then the agenda and minutes become one document after the meeting. Each topic needs an outcomeTopic: Math assessment

Outcome: Develop a common formative assessment for current math standard.

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Create an Agenda

At this time, revise or create an agenda template for your use

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Reflection

Partner with one other team and provide feedback on each other’s agendas

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Next Steps with Agendas

Agree on how you will utilize the agenda developed

Agree on when/how you will evaluate the agenda, as well as how it is being used

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Why Minutes?

Read the article

Think/Pair/Share

What was insightful?

What captured your interest?How is student learning impacted?

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Minutes

Succinct minutes that capture the purpose of the meeting and its agreed outcomes are a record that can be referred back to and be used for follow up purposes later.  Good minutes are concise and to the point, but at the same time, they do not leave out critical information.

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Characteristics of Effective Minutes

Agenda also serves as template for minutes:

Where and when the meeting held

List of the attendees

Outcomes for the meeting – what was achievedActions agreed upon at the meetingWho is responsible for the actionCompletion date for the action (completed, monitored, or reviewed)

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Characteristics of Effective Communication

Central place to store documents (minutes won’t get lost in inbox or on server)

Easy access for all participants to provide updates and comments

Distributed to and utilized by all appropriate

stakeholdersAttention drawn to action items and follow up

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Technology Resources

Wiggio

- Free account, ability to upload all file types. 

Dropbox

– Free account, limited space-2GB Google Drive (Google Apps) - Free account, no storage limits if you use their products, i.e. Docs, Sheets, Slide, Sites. Easy to share & collaborate on documents. Here’s a Google Sites example of sharing minutes: 

https://sites.google.com/a/astoriak12.org/plc/forms/kindergarten-data-team

Weebly

– Free website- very easy to drag & drop files. Templates are easy to use. Here’s an example: http://nordoniaplcresources.weebly.com/Padlet - Free, can upload files, links, etc. Live Binders

: Free, it’s a virtual binder! Example of a school data tem binder: 

http://www.livebinders.com/play/play?id=1398686

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https://www.symbaloo.com/mix/technologypd

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Practice Profile

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Self-Assessment Practice ProfileExcel Workbook

http://sapp.missouripd.org

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Implementation Fidelity

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Next Steps with Minutes

Develop an effective structure for recording and saving meeting minutes, and a communication structure that ensures communication to team members, as well as others.

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Next Steps: Action=Results

What steps will you take to begin implementing?

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Contact InformationPlease contact me to schedule follow-up coaching and/or additional professional development.